2002-277NO. d00 --d 77
AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT
BETWEEN THE CITY OF DENTON AND THE DENTON BLACK CHAMBER OF
COMMERCE FOR THE PAYMENT AND USE OF HOTEL TAX REVENUE; AND
PROVIDING AN EFFECTIVE DATE.
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the Mayor is hereby authorized to execute an agreement between the
City of Denton and the Denton Black Chamber of Commerce for the payment and use of hotel
tax revenue, under the terms and conditions contained in the agreement, a copy of which is
attached hereto and made a part hereof.
SECTION II. That this ordinance shall become effective immediately upon its passage
and approval.
PASSED AND APPROVED this the ,-~~f''~5'''~5~}/ dayof (~/~c~Z,~c~/'~ ,2002.
EULINE BROCK, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
AGREEMENT BETWEEN THE CITY OF DENTON AND
THE DENTON BLACK CHAMBER OF COMMERCE (CY2003)
PROVIDING FOR THE PAYMENT AND USE OF HOTEL TAX REVENUE
THIS AGREEMENT made between the City of Denton, Texas, a municipal corporation
(the "CITY"), and the Denton Black Chamber of Commerce, a legal entity exist'rog under the laws
of the State of Texas (the "CHAMBER"):
WHEREAS, TEX. T^x CODE §351.002 authorizes the CITY to levy by ordinance a
municipal hotel occupancy tax ("hotel tax") not exceeding seven percent (7%) of the consideration
paid by a hotel occupant; and
WHEREAS, by ordinance, the CITY has provided for the assessment and collection of a
municipal hotel occupancy tax in the City of Denton of seven percent (7%); and
~AS, TEx. T^x CODE §351.101(a) authorizes the CITY to use revenue from its
municipal hotel occupancy tax to promote tourism and the convention and hotel industry by
advertising and conducting solicitations and promotional programs to attract tourists and convention
delegates or registrants to the mtmicipality or its vicinity; and
WHEREAS, the CHAMBER is well equipped to perform those activities; and
WHEREAS, TEX. T^x CODE §351.101(c) authorizes the CITY to delegate by contract with
the CHAMBER, as an independent entity, the management and supervision of programs and
activities of the type described hereinabove funded with revenue from the municipal hotel
occupancy tax;
NOW, THEREFORE, in consideration of the performance of the mutual covenants and
promises contained herein, the CITY and the CHAMBER agree and contract as follows:
I. HOTEL TAX REVENUE PAYMENT
1.1 Consideration. For and in consideration of the activities to be performed by the
CHAMBER under this Agreement, the CITY agrees to pay to the CHAMBER a portion of the hotel
tax revenue collected by the CITY at the rates and in the manner specified herein (such payments by
the CITY to the CHAMBER sometimes herein referred to as the "agreed payments" or "hotel tax
funds").
1.2 Amount of Payments.
(a)
meanings:
As used in this Agreement, the following terms shall have the following specific
(i) The term "hotel tax revenue" shall mean the gross monies collected and
received by the City as municipal hotel occupancy tax at the rate of seven percent (7%) of
the price paid for a room in a hotel, pursuant to Texas Tax Code 351.002 and City
Ordinance. Hotel tax revenue will include penalty and interest related to the late
payments of the tax revenue by the taxpayer.
(ii) The term "Collection period" will mean the collection period for the CITY's
fiscal year. It will include hotel tax revenue due to the City for the relevant fiscal year and
collected through the 22nd day of the month following the close of the relevant fiscal year.
(iii) The term "base payment amount" shall mean a net amount of money equal
to the total hotel tax revenue collected by the CITY during any relevant period of time (i.e.,
fiscal year or fiscal quarter), less (1) attomey and auditing costs incurred during such
relevant period of time for costs of collection or auditing of hotel taxpayers. Attorney and
auditing costs include fees paid to attomeys or agents not in the regular employ of the CITY
for which attorneys or agents effect compliance or collection of the hotel tax from taxpayers;
and (2) court costs and other expenses incurred in litigation against or auditing of such
taxpayers.
(iv) The term "contract quarter" shall refer to any quarter of the calendar year in
which this A~eement is in force. Contract quarters will end on March 31st, June 30~,
September 30~, and December 31 st of each contract year.
(b) In return for satisfactory performance of the activities set forth in this Agreement
and all attachments hereto, the CITY shall pay to CHAMBER an amount of money in each
contract year equal to the lesser amount of: One and Fifty-One One Hundredths percent (1.51%)
of the annual base payment amount or the fixed contract amount of Twelve Thousand Six
Hundred and Ninety Three Dollars ($12,693). This amount will be divided into quarterly
payments equal to 25% of the annual fixed contract amount, unless the City can show with
reasonable certainty that the annual base payment amount will be less than originally estimated
for the fiscal year. The fourth quarterly payment will represent 25% of the fixed contract amount
or the unpaid remainder of 1.51% of the base payment amount, whichever is less. Each quarterly
payment is subject to receipt of unused funds fi:om the prior contract period and the receipt of the
required quarterly reports.
1.3 Dates of Payments.
(a) The term "quarterly payments" shall mean payments by the CITY to the
CHAMBER of those amounts specified in ¶1.2, above, as detemained by the hotel tax revenue
collected.
(b) Each quarterly payment shall be paid upon receipt of the required reports and
after the 25th day following the last day of the contract quarter. If quarterly financial and
performance reports are not received within thirty (30) days of the end of the applicable contract
quarter, the recipient may be held in breach of this Agreement. The CITY may withhold the
quarterly payment(s) until the appropriate reports are received and approved, which approval shall
not unreasonably be withheld.
Black Chamber HOT Funding CY 2003 - Page 2
1.4 Other limitations regarding consideration.
(a) The funding of this project in no way commits the CITY to future funding of this
program beyond the current contract period. Any future funding is solely the responsibility of the
CHAMBER.
(b) It is expressly understood that this contract in no way obligates the General Fund or
any other monies or credits of the CITY.
(c) CITY may withhold further allocations if CITY determines that CHAMBER's
expenditures deviate materially fi:om their approved budget.
II. USE OF HOTEL TAX REVENUE
2.1 Use of Funds. For and in consideration of the payment by the CITY to the CHAMBER of
the agreed payments of hotel tax funds specified above, the CHAMBER agrees to use such hotel tax
funds only for advertising and conducting solicitations and promotional programs to attract tourists
and convention delegates or registrants to the municipality or its vicinity; as well as the promotion
of tourism through the encouragement, promotion, improvement, and application of the arts,
including instrumental and vocal music, dance, drama, folk art, creative writing, architecture, design
and allied fields, painting, sculpture, photography, graphic and craf~ arts, motion pictures, radio,
television, tape and sound recording, and other arts related to the presentation, performance,
execution' and exhibition of these major art forms, as authorized by TEx. TAX CODE §351.101(a).
Funds for any calendar year which are unused by midnight December 31st of that year shall be
refunded to CITY within thirty (30) days.
2.2 Administrative Costs. The hotel tax funds received f~om the CITY by the CHAMBER
may not be spent for day-to-day operations, office supplies, salaries, travel expenses, and other
administrative costs.
2.3 Specific Restrictions on Use of Funds.
(a) That portion of total administrative costs of the CHAMBER for which hotel tax funds
may be used shall not exceed that portion of the CHAMBER's administrative costs actually
incurred in conducting the activities specified in ¶2.1 above.
(b) Hotel tax funds may not be spent for travel for a person to attend an event or conduct an
activity the primary purpose of which is not directly related to the promotion of local tourism and
the convention and hotel industry or the performance of the person's job in an efficient and
professional manner.
III. RECORDKEEPING AND REPORTING REQUIREMENTS
3.1 Budget.
(a) The CHAMBER shall prepare and submit to the City Manager of the CITY an annual
budget (see Exhibit "A") as approved by the City Council for each calendar year, for such
operations of the CHAMBER in which the hotel tax funds shall be used by the CHAMBER. This
Black Chamber HOT Funding CY 2003 - Page 3
budget shall specifically identify proposed expenditures of hotel tax funds by the CHAMBER. In
other words, the CITY should be able to audit specifically where the funds in the separate checking
account relating to hotel tax funds will be expended. The CITY shall not pay to the CHAMBER
any hotel tax revenues as set forth in Section I of this contract during any fiscal year of this
Agreement unless a budget for such respective fiscal year has been approved in writing by the
Denton City Council authorizing the expenditure of fimds. Failure to submit an annual budget may
be considered a breach of contract, and if not remedied is considered grounds for term'marion of this
Agreement as stated in paragraph 4.2.
Co) The CHAMBER acknowledges that the approval of such budget by the Denton City
Council creates a fiduciary duty in the CHAMBER with respect to the hotel tax fimds paid by the
CITY to the CHAMBER under this Agreement. The CHAMBER shall expend hotel tax funds only
in the manner and for the purposes specified in this Agreement, TEX. TAX CODE §351.101(a) and in
the budget as approved by the CITY.
3.2 Separate Accounts. The CHAMBER shall maintain any hotel tax fimds paid to the
CHAMBER by the CITY in a separate bank checking account with segregated accounfmg, such
that any reasonable person can review the source of expenditures of tax funds. A bank
reconciliation report (see Exhibit "B") is required with each quarterly report.
3.3 Financial Records. The CHAMBER shall maintain complete and accurate financial
records of each expenditure of the hotel tax funds made by the CHAMBER. These funds are
required to be classified as restricted funds for audited financial purposes, and may not be used for
supporting services, including, but not limited to, auditing fees and attorney's fees. Upon
reasonably advance written request of the Denton City Council, the City Manager or designate, or
any other person, shall make such financial records available for inspection and review by the party
making the request. CHAMBER understands and accepts that all such financial records, and any
other records relating to this Agreement shall be subject to the Public Information Act, TEX. GOV'T
CODE, eh. 552, as hereafter emended.
3.4 Quarterly Reports. Atter initial receipt of hotel tax funds, and within thirty days after the
end of every quarter thereafter, until all funds have been expended and reported to the CITY,
CHAMBER shall furnish to CITY: (1) a performance report of the work performed under this
Agreement describing the activities performed pursuant to this Agreement during that contract
quarter, (2) a list of the expenditures made with regard to hotel tax funds pursuant to TEX. TAX
CODE §351.101(c), and (3) a copy of all financial records (e.g., receipts, invoices, bank statements,
and other relevant documentation). Both the performance and expenditure reports will be in a form
either detennined or approved by the City Manager or designate (see Exhibit "B"). The
CHAMBER shall respond promptly to any request fi:om the City Manager of the CITY, or
designate, for additional information relating to the activities performed under this Agreement.
3.5 Notice of Meetings. The CHAMBER shall give the City Manager or designate of the CITY
reasonable advance written notice of the time and place of all meetings of CHAMBER's Board of
Directors, as well as any other meeting of any constituency of the CHAMBER at which this
Agreement or any matter the subject of this Agreement shall be considered. This provision shall not
be deemed to require the CHAMBER to give notice of any executive session of the Executive
Committee of the CHAMBER.
Black Chamber HOT Funding CY 2003 - Page 4
IV. TERM AND TERMINATION
4.1 Term. The term of this Agreement shall commence on January 1, 2003 and terminate at
midnight on December 31, 2003. This term shall be a period of one year.
4.2 Termination Without Cause.
(a) This Agreement may be terminated by either party, with or without cause, by giving
the other party sixty (60) days advance written notice.
(b) In the event this contract is terminated by either party pursuant to Section 4.2(a),
the CITY agrees to reimburse the CHAMBER for any contractual obligations of the CHAMBER
undertaken by the CHAMBER in satisfactory performance of those activities specified in ¶¶2.1
and 2.2 above and that were approved by the Council through the budget, as noted in ~[3.1. This
reimbursement is conditioned upon such contractual obligations having been incurred and
entered into in the good faith performance of those services contemplated in ¶¶2.1 and 2.2 above,
and further conditioned upon such contractual obligations having a term not exceeding the full
term of this Agreement. Notwithstanding any provision hereof to the contrary, the obligation of
the CITY to reimburse the CHAMBER or to assume the performance of any contractual
obligations of the CHAMBER for or under any contract entered into by the CHAMBER as
contemplated herein shall not exceed 66 2/3% of the current quarterly payment.
(c) Further, upon termination pursuant to ¶4.2(a), the CHAMBER will provide the
CITY: 1) Within 10 business days from the tenuination notification, a short-term budget of
probable expenditures for the rema'ming 60 day period between termination notification and
contract termination. This budget will be presented to Council for approval within 10 business
days after receipt by CITY. If formal approval is not given within 10 business days and the
budget does not contain any expenditures that would be prohibited by the Texas Tax Code, and
is within the current contractual period approved budget; the budget will be considered
approved; 2) Within 30 days, a full accounting of all expenditures not previously audited by the
City; 3) Within 5 business days of a request from the CITY, a listing of expenditures that have
occurred since the last required reporting period; 4) a final accounting of all expenditures and tax
funds on the day of termination. The CHAMBER will be obligated to return any unused funds or
funds determined to be used improperly. Any use of remaining funds by the CHAMBER after
notification of termination is conditioned upon such contractual obligations having been incurred
and entered into in the good faith performance of those services contemplated in 2.1 and 2.2
above, and further conditioned upon such contractual obligations having a term not exceeding
the full term of this Agreement.
4.3 Automatic Termination. This Agreement shall automatically terminate upon the
occurrence of any of the following events:
(a) The termination of the legal existence of the CHAMBER;
(b) The insolvency of the CHAMBER, the filing of a petition in bankruptcy, either
voluntarily or involuntarily, or an assignment by the CHAMBER for the benefit of creditors;
Black Chamber HOT Funding CY 2003 - Page 5
(c) The continuation of a breach of any of the terms or conditions of this Agreement by
either the CITY or the CHAMBER for more than thirty (30) days after written notice of
such breach is given to the breaching party by the other party; or
(d) The failure of the CHAMBER to submit a financial quarterly report which complies
with the reporting procedures required herein and generally accepted accounting principles
prior to the beginning of the next contract term, or quarterly as required by Section 1.3
hereof.
4.4
Right to Immediate Termination Upon Litigation. Notwithstanding any other provision
of this Agreement, to mitigate damages and to preserve evidence and issues for judicial
determination, either party shall have the right to terminate this Agreement upon immediate
notice to the other party in the event that any person has instituted litigation concerning the
activities of the non-tenuinating party, and the terminating party reasonably believes that
such activities are required or prohibited under this Agreement.
4.5 In the event that this Agreement is terminated pursuant to ¶¶4.3 or 4.4, CHAMBER agrees
to refund any and all unused funds, or funds determined by the CITY to have been used
improperly, within 30 days after termination of this Agreement.
V. GENERAL PROVISIONS
5.1 Subcontract for Performance of Services. Nothing in this Agreement shall prohibit, nor
be construed to prohibit, the agreement by the CHAMBER with another private entity, person, or
organization for the performance of those services described in ¶2.1 above. In the event that the
CHAMBER enters into any arrangement, contractual or othenvise, with such other entity, person or
organization, the CHAMBER shall cause such other entity, person, or organization to adhere to,
conform to, and be subject to all provisions, terms, and conditions nf this Agreement and to TEX.
TAX CODE ch. 351, including reporting requirements, separate funds maintenance, and limitations
and prohibitions pertaining to expenditure of the agreed payments and hotel tax funds.
5.2 Independent Contractor. The CHAMBER shall operate as an independent contractor as
to all services to be performed under this Agreement and not as an officer, agent, servant, or
employee of the CITY. The CHAMBER shall have exclusive control of its operations and
performance of services hereunder, and such persons, entities, or organizations perfomaing the same
and the CHAMBER shall be solely responsible for the acts and omissions of its directors, officers,
employees, agents, and subcontractors. The CHAMBER shall not be considered a partner or joint
venturer with the CITY, nor shall the CHAMBER be considered nor in any manner hold itself out
as an agent or official representative of the CITY.
5.3 Indemnification. THE CHAN~ER AGREES TO INDEMNIFY, HOLD
HARMLESS, AND DEFEND THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES
FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR INJURIES, DAMAGE,
LOSS, OR LIABILITY OF WHATEVER KIND OR CHARACTER, ARISING OUT OF OR
IN CONNECTION WITH THE PERFORMANCE BY THE CHAMBER OR THOSE
SERVICES CONTEMPLATED BY THIS AGREEMENT, INCLUDING ALL SUCH
CLAIMS OR CAUSES OF ACTION BASED UPON COMMON, CONSTITUTIONAL OR
Black Chamber HOT Funding CY 2003 - Page 6
STATUTORY LAW, OR BASED, IN WHOLE OR IN PART, UPON ALLEGATIONS OF
NEGLIGENT OR INTENTIONAL ACTS OF CHAMBER, ITS OFFICERS, EMPLOYEES,
AGENTS, SUBCONTRACTORS, LICENSEES AND INVITEES.
5.4 Assignment. The CHAMBER shall not assign this Agreement without first obtaining the
written consent of the CITY.
5.5 Notice. Any notice required to be given under this Agreement or any statute, ordinance, or
regulation, shall be effective when given in writing and deposited in the United States mail, certified
mall, return receipt requested, or by hand-delivery, addressed to the respective parties as follows:
CITY CHAMBER
City Manager
City of Denton
215 E. McKirmey
Denton, TX 76201
Denton Black Chamber of Commerce
Elihu Gillespie
P.O. Box 51026
Denton, Texas 76206
5.6 Inurement. This Agreement and each provision hereof, and each and every right, duty,
obligation, and liability set forth herein shall be bind'rog upon and inure to the benefit and obligation
of the CITY and the CHAMBER and their respective successors and assigns.
5.7 Application of Laws. All terms, conditions, and provisions of this Agreement are subject
to all applicable federal laws, state laws, the Charter of the City of Denton, all ordinances passed
pursuant thereto, and all judicial determinations relative thereto.
5.8 Exclusive Agreement. This Agreement contains the entire understanding and constitutes
the entire agreement between the parties hereto concerning the subject matter contained herein.
There are no representations, agreements, arrangements, or understandings, oral or written, express
or implied, between or among the parties hereto, relat'mg to the subject matter of this Agreement,
which are not fully expressed herein. The terms and conditions of this Agreement shall prevail
notwithstanding any variance in this Agreement fi:om the terms and conditions of any other
document relating to this transaction or these transactions.
5.9 Duplicate Originals. This Agreement is executed in duplicate originals.
5.10 Headings. The headings and subheadings of the various sections and paragraphs of this
Agreement are inserted merely for the purpose of convenience and do not express or imply any
limitation, definition, or extension of the specific terms of the section and paragraph so designated.
5.11 Severability. If any section, subsection, paragraph, sentence, clause, phrase or word in this
Agreement, or apphcation thereof to any person or circumstance is held invalid by any court of
competent jurisdiction, such holding shall not affect the validity of the remaining portions of this
Agreement, and the parties hereby declare they would have enacted such remaining portions despite
any such invalidity.
Black Chamber HOT Funding CY 2003 - Page 7
5.12 Insurance. The CHAMBER shall, at a minimum, provide insurance as follows:
$500,000 Commercial General Liability, or $1,000,000 Event Insurance, coveting
any event held on City property
Statutory Workers' Compensation and Employers' Liability
($100,000/$500,000/$100,000)
$500,000 Business Automobile Liability on any owned, non-owned or hired
vehicles
The CITY must be named as an additional insured on all policies (except Workers' Compensation)
and proof of coverage shall be submitted prior to any payment by the CITY.
EXECUTED this d ~/day of
THE CITY OF DENTON, TEXAS
EULINE BROCK, MAYOR
ATTEST:
~ll~y'~ZR~WTA~LTARy~I~'~
ATTEST:
AP~O LEGAL FOR~
~PRO~D ~ TO LEG~ FO~:
By: By:
Secretary
Black Chamber HOT Funding CY 2003 - Page 8
DENTON BLACK CHAMBER OF COMMERCE
FINANCIAL REPORT
Program Year 2003
Exhibit B
APPROVED BUDGET
BEGINNING CASH
RECEIPTS
O~cupancy Tax
General Fund Transfer IN
General Fund Transfer OUT
Total Receipts
TOTAL REVENUE
DISBURSEMENTS
Advertising
Newspapers
Radio
Internet / Website
Billboards
Brochure
Total Advertising
IArt
Artist~
lohal Art
TOTALEXPENDITURES
!Endln~l Cash
$12,693
1ST 2ND 3RD 4TH
QUARTER QUARTER QUARTER QUARTER
(JAN - MAR) (APR - JUN) (JUL - S£P) (OCT- DEC)
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0,00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$12,693 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$2,000
3,500
1,000
2,000
1,500
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$10,000 $0.00 $0.00 $0.00 $0.00
2,693 $0.00 $0.00 $0.00 $0.00
$2,693 $0.00 $0.00 $0.00 $0.00
$12,693 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
RECONCILIATION
Bank Balance
Less Ou~tandlng Checks
OtherAdjustmen~
Cash on Hand
Variance (s/b=O)
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
Date Submitted Program Director